Microsoft ® Office PowerPoint ® 2007 Training

Prairie View Academy Microsoft® Office PowerPoint®2007 Training Get visual with SmartArt™ graphics

Course contents • Overview: Take a graphical approach • Lesson 1: Be smart in choosing graphics • Lesson 2: How to create SmartArt graphics • Lesson 3: Style, polish, and update graphics Two of the lessons include a list of suggested tasks, and each lesson includes a set of test questions. Get visual with SmartArt graphics

Overview: Take a graphical approach As a presenter, you’re used to including text in your slide content. But sometimes a graphical approach is more effective. SmartArt graphics help you illustrate processes, concepts, hierarchies, and relationships in a dynamic and visual way. Here you’ll see examples of SmartArt graphic layouts and learn how to use and apply them to add rich visuals and variety to any PowerPoint 2007 show. Get visual with SmartArt graphics

Course goals • Use SmartArt graphics effectively with your content. • Create SmartArt graphics based on existing text or from scratch. • Edit the look and layout of SmartArt graphics to fit your content. • Update diagrams created in previous versions of PowerPoint so they look consistent with your PowerPoint 2007 SmartArt graphics. Get visual with SmartArt graphics

Lesson 1 Be smart in choosing graphics

Be smart in choosing graphics A SmartArt graphic is a visual representation of information. It’s very easy to create. This picture shows a graphical timeline that captures the milestones in a production schedule. Here are some other ways to use a SmartArt graphic: • Put the main points from a bulleted list into related shapes that don’t follow a strict vertical format. Then color the graphic for impact and clarity. • Show a process, using connected shapes and arrows to make a sequence direct and clear. Get visual with SmartArt graphics

Types of SmartArt graphics When you want to use a SmartArt graphic, you’ll have a gallery of layouts to choose from. Animation: Right-click, and click Play. Layouts are collected in full in the All category within the Choose a SmartArt Graphic dialog box. Then, as the animation shows, layouts are broken down into different types including List, Process, Cycle, and so on. Get visual with SmartArt graphics

Types of SmartArt graphics When you want to use a SmartArt graphic, you’ll have a gallery of layouts to choose from. Layouts are collected in full in the All category within the Choose a SmartArt Graphic dialog box. Then, as the picture shows, they’re broken down into different types including List, Process, Cycle, Hierarchy, Relationship, Matrix, and Pyramid. Get visual with SmartArt graphics

List-type graphics This SmartArt graphic uses a List-type layout. The graphic keeps the vertical list idea but separates the general concepts, shown in the shapes on the left, from the details. Those are reserved for the longer shapes, with smaller text, on the right. Get visual with SmartArt graphics

List-type graphics This SmartArt graphic uses a List-type layout. List layouts are typically for items that you want to group but that don’t follow a step-by-step process. To keep text size readable, you’ll want to limit the amount of text you put in the shapes within the graphic. Get visual with SmartArt graphics

Lists with pictures This graphical List layout includes shapes that are meant for pictures you insert. There’s room for descriptive text in the shapes on the right. There are several other List layouts that include shapes for pictures. These layouts save you the trouble of having to position and size the pictures once you insert them. They do that work for you. Get visual with SmartArt graphics

Process-type graphics The SmartArt graphic here uses a Process-type layout that contains repeating shapes and one long, winding arrow to connect each step and show a directional flow. You could substitute any shapes for these. For example, you might want to use standard flowchart shapes to represent different types of steps. Get visual with SmartArt graphics

Process-type graphics There are over 30 types of layouts for processes. They often include connecting arrows to show direction or progression—be it for phases in the development of a plan or product; points in a timeline; or a depiction of how elements combine in any fashion to produce a result. Get visual with SmartArt graphics

Processes with numbered steps This Process-type layout includes shapes that lend themselves to including numbers for the steps. The arrows keep the timeline idea and hold the text that describes each phase. This layout emphasizes the broad picture. Other ones might give more emphasis to the textual details of the steps. Get visual with SmartArt graphics

Performance management Wash, rinse, repeat. That’s a short way to describe content for the Cycle type of SmartArt graphic. The type shown here illustrates a circular, or repeating, process. The layout effectively shows both the cycle and how each piece of it fits into a whole. Get visual with SmartArt graphics

Hierarchy: An org chart A typical use for this SmartArt graphic type, called Hierarchy, is the company organization chart. This picture uses the layout that’s best geared toward showing a company’s hierarchy of positions. There are various hierarchical layouts, though. For example, a hierarchy might show a decision tree or family of products. Get visual with SmartArt graphics

Hierarchy: Family of products This Hierarchical layout shows the branches of a family of outdoor equipment. It works vertically, using shape size, text, and color-coding to make the levels clear. Get visual with SmartArt graphics

Relationships: Radial, Venn, Target The Relationship-type layouts cover a range of diagram types, including radial, Venn, and target. These typically depict a connection between two or more sets of things or information. This SmartArt graphic uses a Converging Radial layout, in which several elements relate to or affect one central thing. Get visual with SmartArt graphics

Relationships: Radial, Venn, Target The Relationship-type layouts cover a range of diagram types, including radial, Venn, and target. These typically depict a connection between two or more sets of things or information. The Basic Venn layout, consisting of two or more overlapping circles, shows how areas or concepts overlap and come together at the center intersection. Get visual with SmartArt graphics

Relationships: Radial, Venn, Target The Relationship-type layouts cover a range of diagram types, including radial, Venn, and target. These typically depict a connection between two or more sets of things or information. The Basic Target layout is used to show containment, gradations, or hierarchical relationships. Get visual with SmartArt graphics

Matrix The Matrix layout type shows the relationship of components to a whole. This layout type can depict more complex relationships by using axes, such as the example here. This layout is called a Grid Matrix. Each axis functions to show a range in terms of cost and of craft. The layout itself includes the quadrants and the axes, but it’s set up so you can add whatever labels apply, outside the axes. Get visual with SmartArt graphics

Pyramid The Pyramid-type layouts show proportional, foundation-based, or hierarchical relationships or processes that typically build upward. This example shows an ever-refining process that starts with gathering unfiltered data, shown at the bottom, continues upward with sifting through the data, and moves toward drawing conclusions about it. The layout is designed to give you more room for text as the pyramid narrows. Get visual with SmartArt graphics

Test 1, question 1 • When might you use a SmartArt graphic? (Pick one answer.) • Whenever you have a bulleted list on a slide. • Whenever your information will have more impact, clarity, or usefulness if shown graphically. • Whenever you want to animate your points as you talk. Get visual with SmartArt graphics

Test 1, question 1: Answer • Whenever your information will have more impact, clarity, or usefulness if shown graphically. Some information is easier for an audience to grasp when shown in diagram form as opposed to described in a paragraph. Get visual with SmartArt graphics

Test 1, question 2 • What’s a common feature of Process-type layouts that distinguishes them from List layouts? (Pick one answer.) • They include numbers. • They all go in a horizontal direction. • They often use arrows to show the direction of the flow. Get visual with SmartArt graphics

Test 1, question 2: Answer • They often use arrows to show the direction of the flow. The List layouts are more suitable for grouping types of information that might have a logical order but don’t describe essential steps in a sequence. Get visual with SmartArt graphics

Test 1, question 3 • You’ve found just the layout you want for your SmartArt graphic, but it doesn’t have room for all the text you had in mind. What’s a good solution? (Pick one answer.) • Say less than you’d planned. • Find the layout with the biggest shapes possible and fill them to the brim with your text. • Put only your key points in the SmartArt graphic, and save the rest for your notes. Get visual with SmartArt graphics

Test 1, question 3: Answer • Put only your key points in the SmartArt graphic, and save the rest for your notes. People don’t want to read everything, anyway. Distill your key points for the SmartArt graphic, and fill in the gaps with your speaking. Get visual with SmartArt graphics

Lesson 2 How to create SmartArt graphics

How to create SmartArt graphics You’ve gotten an overview of the types of SmartArt graphics available. Now, get the nuts and bolts for how to create one. There are a couple of starting points. You can either convert an existing list on your slide, or insert a blank graphic and then add content to it. Then, refine the graphic: Add text to shapes by using a handy Text pane; move shapes and text where you want them in the layout; and try another layout if you decide there’s a better one. Get visual with SmartArt graphics

Convert a list to a graphic You can easily convert a text list to a SmartArt graphic. The animation shows the conversion of a bulleted list. Animation: Right-click, and click Play. Just click the text in the list, click Convert to SmartArt Graphic on the Ribbon, and choose one of the layouts from the gallery that opens. Get visual with SmartArt graphics

Convert a list to a graphic You can easily convert a text list to a SmartArt graphic. The picture shows how a bulleted list has been converted. To do this, just click the text in the list, click Convert to SmartArt Graphic on the Ribbon, and choose one of the layouts from the gallery that opens. Get visual with SmartArt graphics

Convert a list to a graphic Don’t overuse graphical lists. Because PowerPoint 2007 makes it so easy to convert a list to a graphic, it can be tempting to convert every list you’ve got. But be judicious in using the feature. Be sure that a graphical format really is helping your audience see, understand, and remember the information. Also keep in mind that for people with vision disabilities or dyslexia, a plain text list can be more effective than a graphic. Get visual with SmartArt graphics

Convert a list to a graphic A few additional notes about converting lists to SmartArt graphics: • This conversion feature applies to text only, within a placeholder or any other shape. • Of the Microsoft Office programs that offer SmartArt graphics, only PowerPoint 2007 has the ability to convert existing text or a list to a SmartArt graphic. • For existing diagrams, there’s a way to update them to be SmartArt graphics, but that is separate from this conversion feature. That process is shown at the end of the third lesson. Get visual with SmartArt graphics

Start with a blank graphic: Method 1 When you want to start with a graphic that you will type text into, open the main gallery of layouts for SmartArt graphics, and choose one. The most obvious route to the gallery is from the Insert tab on the Ribbon, as shown in the picture: On the Insert tab, click SmartArt. Click the type of graphic you want. Get visual with SmartArt graphics

Start with a blank graphic: Method 1 When you want to start with a graphic that you will type text into, open the main gallery of layouts for SmartArt graphics, and choose one. The most obvious route to the gallery is from the Insert tab on the Ribbon, as shown in the picture: Click one of the layouts shown. A larger example of the layout and a description appear in the preview area. Click OK to put the layout on the slide. Get visual with SmartArt graphics

Start with a blank graphic: Method 2 In PowerPoint 2007, there’s another way to insert a SmartArt graphic: Click the SmartArt graphic icon that is part of many slide layouts. The picture illustrates this: Click the SmartArt graphic icon that’s part of the slide layout. The SmartArt graphic gallery opens so that you can choose a layout. Get visual with SmartArt graphics

Start with a blank graphic: Method 2 One advantage to this method is that the graphic is always inserted within the placeholder that contains the icon. That’s mainly an issue if your slide layout includes two placeholders that could contain the graphic. By inserting the graphic using the SmartArt graphic icon in the desired placeholder, you know it will be inserted where you want it. Get visual with SmartArt graphics

Add text to a graphic Every SmartArt graphic contains a Text pane, which you can choose to use or not. The pane is for typing the graphic’s text and for making other types of edits to the graphic. You can also work directly in the graphic. Get visual with SmartArt graphics

Add text to a graphic The picture illustrates the Text pane and process of adding text. The Text pane sits to the side of the graphic. You type your text in the pane. Get visual with SmartArt graphics

Add text to a graphic The picture illustrates the Text pane and process of adding text. The text appears automatically in the corresponding shape in the graphic. Notice that the graphic comes with default text so that you get a sense of where your text will go. Get visual with SmartArt graphics

Add text to a graphic If you find it frustrating to select and work within the shapes in the graphic, you’ll welcome the Text pane. No more fiddling with shape selection in order to type—just focus on and work with text without being distracted by the graphic. By contrast, if you prefer to type directly into shapes in the graphic, do that. Or go back and forth, as it suits you. Get visual with SmartArt graphics

Add text to a graphic In any case, the Text pane is handy if you’ve got lots of text to put in, or if you want a space for organizing text. You can also manipulate (add, delete, and move) text and shapes by working from the Text pane. And finally, there’s an accessibility benefit: If you use a screen reader, the Text pane gives you a way to read and create a graphic on a slide, as long as you’re in editing view. Get visual with SmartArt graphics

How text maps to shapes The type of layout you choose for the SmartArt graphic determines how text in the Text pane maps to shapes in the graphic. The pictures show two different treatments. On the left, the layout supports top-level text in one set of shapes, the primary ones that have the arrows between them. The second-level text, indented in the Text pane, appears in the lower shapes, which are also slightly indented and include a bullet. Get visual with SmartArt graphics

How text maps to shapes The type of layout you choose for the SmartArt graphic determines how text in the Text pane maps to shapes in the graphic. The pictures show two different treatments. By contrast, in the picture on the right, the layout puts all the text, first-level and second-level, into one shape. It indicates the second-level text by using bullets and a smaller font. So, how your text is displayed depends on the layout you choose. Get visual with SmartArt graphics

How text maps to shapes More about text and layouts: • Some layouts may not contain enough main points or levels in their shapes to accommodate your text. If so, a red X appears next to that text in the Text pane. • If you apply another layout whose shapes do accommodate all the text, the text then appears in the graphic. But if you save the presentation while using the layout that didn’t show some of the text, that text will be lost. And a bit about automatic text sizing: • As you type, PowerPoint adjusts font size so that text fits within the shapes. When you’re through typing in all your content, if some of the font sizes aren’t to your liking, you can resize text within individual shapes. Get visual with SmartArt graphics

Manipulating text and shapes The animation shows a variety of ways in which you can affect the graphic while working from the Text pane. Animation: Right-click, and click Play. Of course, you can work within the graphic itself to add and remove shapes and do anything else you want to do—and that may be your preference. Just be aware that the Text pane is good for more than just typing in text. Get visual with SmartArt graphics

Manipulating text and shapes There are various ways to affect the graphic while working from the Text pane. This picture shows how the addition of a new first-level bullet adds a corresponding set of shapes. Of course, you can work within the graphic itself to add and remove shapes and do anything else you want to do—and that may be your preference. Just be aware that the Text pane is good for more than just typing in text. Get visual with SmartArt graphics

Try a different layout What if you decide you want a different layout altogether? You can easily switch to another one. With the graphic selected on the slide, click the Design tab in SmartArt Tools. (These tools are available whenever the graphic is selected.) Click a layout thumbnail in the Layouts group. That layout is applied to the graphic. Get visual with SmartArt graphics

Try a different layout If you’ve made customizations (such as altering the structure of the graphic by adding and deleting shapes) but then decide to start over, you can reset the graphic. On the Design tab in SmartArt Tools, click Reset Graphic: This resets the whole graphic. Get visual with SmartArt graphics

Microsoft ® Office PowerPoint ® 2007 Training